SiteMinuteFreezer.pdf

Site Visit / Pre-Bid Conference Minutes USP Lewisburg

Freezer Project

IFBP02070900001

Tuesday, November 3, 2009, 9:00 a.m., Local Time

On November 3 , 2009 at approximately 9:10 a.m. a site visit wasrd conducted at USP Lewisburg for the Freezer Replacement Project.

The visit was conducted in an informal forum which consisted of a short meeting between staff and the contractors, followed by a guided tour at the location where the work is to be performed.

The following individuals were present:

Douglas Shoch, Contract Specialist, USP Lewisburg Ed Cuff, Construction Rep. / Contract Monitor, USP Lewisburg Pat Nicholson, Construction Rep., USP Lewisburg Jeff Hoffman, Project Engineer, USP Lewisburg Kevin Seiler, Environmental Protection Specialist, USP Lewisburg Joel Rogers, Food Service Administrator, USP Lewisburg Nick Curry, P.M. HMAK INC., Food Service Bop Opalka, James T. O’Hara, Inc.

Jim O’Hara Jr., James T. O’Hara, Inc.

Steve Wood, Project Manager Dave Rothermel, Hepco Construction, Inc., V.P.

David Hudzik, Wimmer Electric Al Findrelli, Penn Gary R. Rice, Rice’s Food Equipment Frank Holby, Holby Masonary Geoff Fishel, All Mechanical

The site visit meeting commenced at approximately 9:10 a.m. at the outside Facilities Conference room. Doug Shoch identified himself as Administering Contracting Officer then allowed present government officials to introduce themselves. Mr. Shoch addressed the group by stating that all discussions or discoveries found during the site visit does not change or alter the solicitation. The solicitation can only be changed by a written formal amendment. All technical questions concerning the solicitation and related specifications should be faxed to Robert Kruskie at 570-547-0373 or e-mailed to rkruskie@bop.gov by November 6, 2009. Bid opening is November 19 , 2009 at 2:00th p.m.. It is the contractor’s responsibility to check the Fedbizopps website regularly for any updates, additional information or changes which may occur. Mr. Shoch noted that the performance period for the project is 90 days after receiving notice to proceed and that this time is critical due to the fact that the institution has to pay an outside source to have freezer space during construction. Liquidated damages are $325.00 for each calendar day beyond the performance period.

mailto:rkruskie@bop.gov http://www.ccr.gov

- Doug Shoch then talked about Certificate of Payment/Payrolls and Department of Labor Wage Rates.

1. The Prime Contractor is responsible for ensuring:

-List of Subcontractors is provided -List of Key Personnel is provided -A Schedule of Values is provided -Ensure all certified payrolls are submitted -All labor standards and provisions are met -Proper wage rates are being applied -Overtime is paid to employees working over 40 hours in one week.

-Wage rates and EEO information are properly posted at the construction site

Application for Payments shall be prepared on an AIA (American Institute of Architects) Form G-702 “Application and Certificate for Payment” with original signatures.

Progress Meeting: Progress meetings will be conducted on a monthly basis unless the Contracting Officer feels more meetings are needed. The Contractor shall submit Certified Weekly Payrolls from the Contractor and Subcontractors, anticipated monthly work activity schedule and a complete updated monthly progress report.

- Notice of (Contractor Personnel Security Requirements) was briefly discussed. The Contractor shall be in compliance with the Homeland Security Presidential Directive-12 (HSPD-12) and Federal Information Processing Standard Publication 201 (FIPS

201) entitled “Personal Identification Verification (PIV) for Federal Employees and Contractors” as stated in the solicitation.

All Contractors and subcontractors must be NCIC cleared prior to work on the construction site along with other procedures.

Contractor shall submit all names of employees and subcontractors working on the job after award. It generally takes 3 to 4 weeks to clear everyone.

(Access to the Site and Working Hours) The project site will be opened to the contractors five (5) days per week, Monday through Friday, excluding Federal holidays. Working hours are based upon a 40 hour work week, eight (8) hours per day. The Government assumes no responsibility to the Contractor nor to any of the subcontractors for shorter hours due to emergencies or entry and/or exit of workers at the job site. The CM (Contract Monitor) shall establish the work hour time frames for the duration of the project, subject to the approval of the Contracting Officer. Work hours and work days may be altered only with a 48 hour advanced approval of the Contracting Officer.

- Mr. Shoch discussed Change Orders and RFI procedures. Change Orders/Modifications can only be authorized by a Contracting Officer or Warranted Contract Specialist. This contract will be administered by the CAO (Contract Administration Office) located at USP Lewisburg, Pennsylvania. The Contractor is responsible for all documentation to substantiate all contract changes.

Request for Information (RFI) - RFI’s are to be used by the Contractor to clarify information on the drawings and in the specifications. The Prime Contractor is responsible for numbering all RFI’s. RFI’s will not be accepted from any subcontractors. The Prime Contractor and all subcontractors must have copies of all contract specifications and plans at the construction site at all times. All questions pertaining to the contract documents shall be thoroughly researched prior to presenting them as RFI’s.

Contractor Vehicle Parking: The responsibility for the security and safety of the vehicle is that of the contractor and his/her employee. Keep the vehicles locked. Parking will be made available near the construction site.

Institution Gate/Tool Policy: Mr. Cuff, Project Rep. discussed work site procedures where your tools will be inventoried for accountability. A tool inventory will be maintained at all times and any changes shall be coordinated with the CM. Tools will be stored in a lock gang box or removed nightly from the construction site. Copies of any keys to these locks will be given to the CM/Locksmith. 48 hour notice is required for the use of large equipment. A lay down area will be designated outside the institution for the contractor. It was noted that large equipment should be disabled and locked before leaving at night.

Escorting Procedures: The Contractor will be escorted while performing under this contract. The contractor will submit to the CM a list of all employees and types of equipment the contractor will be utilizing on a daily basis. The CM will coordinate all escorts.

Trash Removal: It is the Contractor’s responsibility for removal of all trash and debris from the job site. An open top container will be provided by the Contractor at a location coordinated with the CM.

SAFETY DEPARTMENT: Kevin Seiler discussed safety procedures.

Contractors shall adhere to all OSHA, ANSI, state and local safety regulations. Contractors would be required to strictly adhere or risk having the job shut down. He also noted that anyone got hurt during work on the job it should be reported to him through the Contract Monitor, Ed Cuff.

Utilities Furnished: The Contractor is authorized water, sewer and electric. The contractor is allowed to tap into water and electric at the contractor’s sole expense; however, any temporary taps must be removed by the Contractor prior to completion of the project.

Mr. Shoch discussed (Institution Code of Conduct) The contractor shall inform his employees that intoxicating beverages, drugs and weapons are strictly prohibited.

Introduction of contraband shall be subject to the penalties prescribed by Title 18 USC-1791. Appropriate clothing must be worn at all times at the site. No fraternizing with inmates. If you happen to know an inmate personally, you must report it immediately to the CM (Contract Monitor).

Delays: Douglas Shoch indicated that while working on the grounds there might be occasional delays for emergency situations. Mr.

Shoch would like to note that financial compensation would not be allowed and these delays which our typical for working around a prison environment.

At approximately 9:50 a.m. the tour of the work area commenced.

The Contractors were escorted to the warehouse, where the freezer would be installed. The meeting adjourned at approximately 10:20 a.m..

Note: These minutes are provided for informational purposes only and any changes made to the solicitation shall be made by formal amendment.

Doug Shoch, Supervisory Contract Specialist USP Lewisburg